POSITION SUMMARY:

The Early Learning Administrative Assistant position plays a key role in support of the YMCA mission by ensuring the reliable and consistent delivery of support as directed by the Executive Director of Early Learning. This position supports all Early Learning Academy Directors as directed by supervisor.

ESSENTIAL FUNCTIONS:

• Serves as a resource point for information regarding branch programs, activities, merchandise, and other general communication needs.
• Develops engaging relationships with parents and staff, in moving their experience from casual to connected to committed with the YMCA mission
• Provides outstanding customer service to all families, guests, staff, and the community at-large
• Supports the proper handling of any question, concern or need received at the front desk (i.e., handling of telephone inquiries, email inquiries) and interaction with guests (i.e. tours, front desk interaction, service area collaboration, registration packets, etc.)
• Assist with creating/editing and distributing documents including pdf files, PowerPoint presentations for training and other flyers as directed.
• Responsible for the area security of the building and members/guests by requiring parents to sign in/out and having visitors present picture ID
• Responsible for maintaining an organized and up to date welcome area.
• Greet all members with a smile, eye contact and by name
• Be knowledgeable of all programs and activities to engage members
• Introduce parents and families to each other
• Own the atmosphere created by cleanliness of the facility, information is up to date and have a positive attitude.
• Ensure that information communicated and/or displayed is updated and accurate
• Responsible for providing proper communication through email to our families regarding information related to the center (i.e. newsletters, weekly reminders, open and closings, etc.)
• Ensure Bulletin boards are always up to date and presentable
• Supports the implementation of events for prospects, families & guests (i.e. Open House, art shows, concerts, etc.)
• Book Vendor/Special Guests and ensure payment is made to ensure PO and payment
• Responsible for certain purchasing and reporting functions of the branch
• Responsible for providing the most accurate and up to date food count and relaying that to the caterer to ensure a proper meals and snacks for our children
• Ensures there is always adequate kitchen supplies, keeps inventory and orders as needed
• Order classroom supplies for center
• Submit monthly ELA reports
• Responsible for ensuring that ASQ’s are being completed on time.
• Supports staff and volunteer recruiting efforts and assists with onboarding of new team members.
• Supports the program goals of the YMCA as a whole and the branch in particular
• Substitutes in classrooms as needed
• Other duties as required

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit, kneel, or stand for extended periods of time. The employee frequently is required to bend, reach, and must be able to move around the work environment which may include stairs.
• The employee must occasionally lift and/or move up to 15 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate.

YMCA of Southwest Florida has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the YMCA reserves the right to change this job description and/or assign tasks for the employee to perform, as the YMCA may deem appropriate.

QUALIFICATIONS:

• Must possess initiative, enthusiasm, common sense/good judgement, strong customer service skills and the ability to remain calm in stressful situations
• Detail-oriented, multi-tasker with strong organizational skills that can maintain a clean, uncluttered workspace
• Strong communication and relationship-building skills
• PC and database management skills with the ability to perform repetitive data entry duties and learn new software programs and processes quickly
• Commitment to inclusion and compliance with the Americans with Disabilities Act (ADA).
• Must obtain 45 hour training within 90 days of employment

CERTIFICATIONS AND TRAINING REQUIREMENTS:

• High school Diploma or GED
• Infant/Child CPR & First Aid
• Annual completion of Blood Borne Pathogens training & YMCA Child Sexual Abuse Prevention Class
• Successfully complete YMCA background screening requirements as well as meet the association policies on background screening.
• Position may require ongoing training towards YMCA Leader Certification